Administrative Services Coordinator, OLS

Administrative Services Coordinator, OLS

The Office of Livable Streets (OLS) is tasked with prioritizing strategic planning, community engagement, research, policy, design, implementation, and long-term management. Their goal is to create streets that are livable, supporting safety, accessibility, inclusion, resiliency, active modes, community cohesion, and economic vitality citywide. Additionally, they aim to enhance New York City's pedestrian, bicycle, and micromobility networks, providing comfortable, connected, green, and reliable transportation options across the five boroughs. They place special emphasis on Priority Investment Areas, mode shift, and reimagining streets. The Administration Unit (AU) within OLS manages hiring, budgeting, procurement, and administrative operations across OLS. The unit supports staff recruitment and retention efforts, with a focus on building a diverse workforce, and works to improve processes and streamline workflows across OLS teams. The AU is seeking an Administrative Services Coordinator to support the Director of Administration, OLS, and OLS senior staff. The role includes coordinating hiring processes, managing administrative workflows, tracking budgets and procurement, and supporting day-to-day operations. This position works closely with OLS leadership and requires strong organization, attention to detail, and the ability to manage multiple priorities.

Key Responsibilities:

• Preparing and reviewing documentation, such as purchase orders and invoices, and ensuring all paperwork is accurate and complete.
• Ordering, tracking, and replenishing office and program supplies as needed to maintain smooth operations.
• Compiling documentation into comprehensive packets for submission to fiscal teams, tracking approvals and processing, and updating programmatic records at each stage.
• Coordinating with TPM Administration Unit, DOT internal teams, vendors, and partners to resolve issues, responding to inquiries promptly and courteously, and maintaining organized electronic and physical files.
• Drafting, editing, and formatting documents, presentations, and reports, performing data entry, taking meeting minutes, and following up on outstanding tasks.
• Assisting with onboarding new OLS staff and tracking IT and facilities requests.
• Providing supervision to staff as required and supporting budget preparation and other administrative functions as assigned.

The Department of Transportation's (DOT) mission is to provide for the safe, efficient, and environmentally responsible movement of people and goods in the City of New York and to maintain and enhance the transportation infrastructure crucial to the economic vitality and quality of life of our primary customers, City residents. DOT is an equal opportunity employer, committed to recruiting and maintaining a diverse workforce in an open and inclusive environment.